Senior Meetings Services Assistant

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about G-7 contracts.

Org. Setting and Reporting The post is located in the Office of the Executive Secretary of the International Civil Service Commission (ICSC). The incumbent will report directly to the Executive Secretary of the ICSC.

Responsibilities The incumbent carries out duties directly supporting the Executive Secretary in the performance of his/her work, serves as the primary meetings services assistant in the ICSC secretariat, and ensures the smooth functioning of the secretariat and its subsidiary machinery by coordinating the provision of technical services and facilitating the provision of specific requirements of each meeting, and by acting as a liaison between the Committee Secretaries and the entities responsible for conference services within hosting organizations, as well as between delegations and/or senior officials of the United Nations and specialized agencies.

A. Meetings services and documents related:

• Prepares draft work programme of regular, semi-annual Commission sessions and Working Groups meetings by reviewing past agenda items and incorporating requests formulated by the Commission for clearance by the Executive Secretary.
• Prepares preliminary list of documents and annotation of agenda items for ICSC meetings.
• Coordinates and guides the work of the divisional assistants on document preparation.
• Ascertains the scope of meetings and the technical requirements (signs, interpretation, recordings, membership, observers, volume of documentation, etc.) and makes appropriate arrangements. Assigns divisional focal points to follow-up on arrangements, if necessary. Prepares floor plan for seating and liaises with UN Protocol section as appropriate.
• Identifies timeline for document submission by respective divisions and negotiates on the submission deadlines of documents
• Prepares requisite forms and submits documents for editing and translation and follows-up, as necessary, to ensure that timelines are met.
• Assigns document symbols for in-session documents.

• Circulates advance version of documents to meeting participants, prior to the Commission sessions and Working Group meetings, and ensures that all edited, final documents as well as other support materials are available in the Conference Room and/or online during the sessions and meetings.

• Consolidates adopted versions of documents considered by the Commission, notes changes, ensures that divisional submissions conform to UN editorial and document standards (language, format and length) and circulates the consolidated documents to respective divisions for finalization, submit the draft ICSC sessional reports and/or annual reports for Executive Secretary’s review.

• Prepares draft notes and journal announcements of meetings for senior management.
• Keeps informed of the work schedules of other bodies, such as ACABQ and the GA Fifth Committee, and alerts Executive Secretary of items that may be of relevance to the ICSC.
• Proposes solutions to logistical problems.
• Supervises the work of additional meetings assistants during sessions.

B. Research and technical support: - Prepares draft responses to routine enquiries from Member States, UN common system organizations and staff associations (seeking relevant input from divisions as necessary) for review by the Executive Secretary. - Undertakes research and provides reference materials for preparation of briefing notes and talking points and the ICSC Chairman’s statements to bodies such as ACABQ and the Fifth Committee. - Screens technical documents, regularly received from UN common system organizations or other professional institutions, identify those which require further review by senior management.

Competencies Core Competencies:

Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures: -Shows pride in work and in achievements -Demonstrates professional competence and masterly of subject matter -Is conscientious and efficient in meeting commitments, observing deadlines and achieving results -Is motivated by professional rather than personal concerns -Shows persistence when faced with difficult problems or challenges -Remain calm in stressful situations

Planning & Organizing: -Develops clear goals that are consistent with agreed strategies -Identifies priority activities and assignments; adjusts priorities as required -Allocates appropriate amount of time and resources for completing work -Foresees risks and allows for contingencies when planning -Monitors and adjusts plans and actions as necessary -Uses time efficiently

Client Orientation: -Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view -Establishes and maintains productive partnerships with clients by gaining their trust and respect -Identifies clients’ needs and matches them to appropriate solutions -Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems -Keeps clients informed of progress or setbacks in projects -Meets timeline for delivery of products or services to client

Education High school diploma or equivalent.

Work Experience A minimum of ten years of experience in administrative and meetings-services related areas is required.

Experience organizing official meetings is desirable.

Knowledge of/Familiarity with the work of the Commission and how it relates to other bodies such as ACABQ and the Fifth Committee is desirable

Experience in coordinating and submitting documents to DGACM is desirable

Excellent word processing and proofreading skills are required

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Fluency in {or knowledge of} French is desirable

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.

Passing the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY or the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.